Starting a workflow

When you start a workflow, you select the workflow template that includes the sequence of tasks to be performed. Multiple workflows can start simultaneously from the same template. A workflow template might allow you to direct a task to a group of users, in which case the first user who accepts the task performs it, and the task is removed from the other users’ Inboxes.

When you start a workflow, you can attach files. File are available for attaching if they are already attached elsewhere, locked by another user, or in an advanced lifecycle state. Remember that when you attach files in multiple languages, a task recipient’s filters might show only the files that match that user’s language.

To start a workflow:

  1. Do one of these:

    • To start a workflow by first selecting the type of workflow, select Tools > Workflow > Start.

    • To start a workflow by first selecting one or more files, navigate to the files, and select them, then select Tools > Workflow > Start Attachments.

  2. Select the workflow template, and click OK.

  3. Click OK.

  4. On the Info tab, in the Workflow Description field, type a name for the workflow.

  5. To attach a file to the workflow, do these:

    1. On the Info tab, click Add.

    2. To locate the files to attach, click the appropriate tab, then navigate to the files within that tab. Tabs that correspond to repository nodes are navigated in the same way as the repository nodes.

    3. Click Add at the bottom of the page.

    4. If you attached a file that has links to other files, you can add the linked files by selecting Automatically Add Linked Objects.

    5. To remove an attached file, click either Delete or Remove.

  6. To create, and attach a new form based on an existing form template, do these:

    1. On the Info tab, click the name of the form or package, depending on what appears.

    2. Select the form template upon which to base the new form, and click OK.

      The form’s fields appear in the Info tab.

    3. To remove a form, click Remove.

    If you remove a newly created form or cancel the workflow, the form is deleted automatically.

  7. If the workflow includes the Performers tab, you can specify users for one or more tasks. Do these:

    1. Click Select next to a task that must be performed.

    2. In the selection dialog box, select the user or group to perform the task, and click OK.

  8. In the Comments tab, do these:

    1. Click Add.

    2. Type your comments.

    3. Select the users to receive the comment:

      • For subsequent recipients

        The comment is sent to all remaining users in the workflow.

      • For next recipients only

        The comment is sent only to the users who receive the next task assignment in the workflow.

  9. Click OK.

  10. Click Finish.